Secretary - Volunteer Services (Temporary) (98111)

at  Kingston Health Sciences Centre

Title: Secretary – Volunteer Services (Temporary, 1-2 months)
Department: Volunteer Services Administration
Hours of Work: Temporary, Full-Time Position; Day Shifts (0800-1600)
Pay Band: BAND C $26.03 - $28.84 per hour
Union: CUPE
Location: Kingston General Hospital Site (3 days/week), Hotel Dieu Hospital Site (2 days/week)
In accordance with Article 9.05, where the previous incumbent returns to this position within the thirty (30) day trial period this position shall be deemed not vacant and the posting will be cancelled. Should the vacancy be cancelled, applicants to this posting shall be notified.
Please note, this posting identifies the current shifts that apply to the position control number. However, this does not guarantee the permanence of the shift time or work assignment for the position. The Hospital reserves its Management Rights under the CUPE Collective Agreement to make changes to shift time and work assignment as it deems necessary.

QUALIFICATIONS:

• Office Administration Diploma (1 year program).
• Two years related secretarial experience.
• Experience handling cash.
• Experience with Windows based spreadsheet applicants (Excel Level 1).
• Proficiency with Windows based word processing applications is essential (Word Level 2).
• Demonstrated database management proficiency.
• Keyboarding of 55 wpm on test.
• Demonstrated ability with above average written and verbal communication skills, including good grammar, composition and spelling.
• Evidence of strong organizational skill with the ability to, multi-task, work under pressure and meet deadlines is essential.
• Must have excellent interpersonal skills with demonstrated ability to communicate effectively, courteously and tactfully with all types of people.
• Ability to maintain confidentiality.
• Proven ability to attend work regularly.
• Satisfactory criminal reference check and vulnerable sector search required.

PHYSICAL REQUIREMENTS:

The applicant must be able to meet the physical demands of this position.
We thank all applicants, but only those selected for an interview will be contacted.
If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team.
KHSC is located on the ancestral lands and waters of the Anishinaabeg and Haudenosaunee and serves a wider geographical area that encompasses many Indigenous communities including Tyendinaga, Katarokwi, as well as communities within the Weeneebayko Area Health Authority. As we partner in care, discovery, and learning to achieve better health outcomes for our communities, KHSC is committed to actively advocating for and acting upon the Truth and Reconciliation Committee’s Calls to Action on Health.
We thank all applicants, but only those selected for an interview will be contacted. Kingston Health Sciences Centre is committed to inclusive and accessible employment practices. If you require an accommodation to fully participate in the hiring process, please notify the Recruitment Team.
KHSC is committed to recruitment practices that support and contribute to building a respectful, diverse and inclusive workplace. We welcome all applications from women, racialized persons, persons with disabilities, Indigenous Peoples, persons in the 2SLGBTQIA+ community, and members of other equity deserving groups.
Please Note: If you are a current KHSC employee and wish to apply to this position please contact the KHSC Recruitment team at RecruitmentAdmin@kingstonhsc.ca to discuss your application for this position. Please do not complete an external application as the Recruitment Associate will provide a link to which you can apply with your Internal Profile

• Provide reception functions to the department including walk in and telephone queries. Greet visitors/staff/volunteers. Lead for responding to department email address. Provide office coverage as required at both sites.
• Provides administrative support for the Volunteer Services department staff. This includes but is not limited to: drafting, compiling, transcribing, typing and distributing letters, memos, reports, agendas and minutes.
• Maintains volunteer records in the department’s database and hard copy file system.
• Arranges meetings and coordinates calendars as appropriate. Book space and equipment as required for training and meetings. Coordinates catering and room set up for functions and meetings.
• General office administration: prepares and processes maintenance, printing, stores and cheque requisitions; orders and maintains inventory of stationary, volunteer uniforms and other supplies.
• Processes applications for volunteer inquiries and responds to general queries about volunteering.
• Schedules replacement volunteers into programs according to identified program placement.
• Provide support to office volunteers at both sites.